The first Gap Science instructor team retreat in Fort Lauderdale (2021) was about something foundational, building in-person connection after a long period of isolation and remote interaction during COVID.
But by the time the second retreat came around in December 2022, we knew it was going to be different. This wasn’t about learning how to build human connection. Instead, we were asking a different question:
Now that we’re connected, how do we continue to grow together?
The Cave Creek, Arizona retreat marked the next stage in Gap Science’s instructor team development, moving from connection into alignment, structure, and forward planning.
At this point, we weren’t trying to figure out how to be together. We were figuring out how to build together.
And just like the year before, the environment mattered to us! This time, instead of waterfront energy and ocean air, the setting was in the desert – open, expansive, and grounded.
Arrival Day: A Slower, More Intentional Start
Saturday, December 10
Travel days are a bit hectic. People arrived from different locations, coordinating flights, rides, and timing. Some traveled together, others arrived separately, but we made sure to set the tone right away:
No pressure, no rush. Just get here safely!
We stocked the fridge and prepared food at the house that night so the team could arrive, eat, and settle in without stressing about needing to be somewhere at a specific time.
The first evening in Cave Creek didn’t revolve around meetings or planning. And once everyone arrived at the house in Cave Creek, we got to skip the awkward “getting to know you” phase and go right into chatting with old friends. The group naturally shifted into:
- casual conversation
- catching up on personal updates
- reflecting on the past year informally
- and slowly easing back into shared space
This kind of served as a “soft landing” for everyone to get settled in for the retreat.
Day Two: Reflection, Strategy, and Shared Identity
Sunday, December 11
We wanted to start our day slow with coffee and breakfast at the house.
This is often where the most meaningful conversations happen before itinerary starts to ramp up. People naturally connected in smaller groups, talking about life, work, and the transition into a new year.
Midday – Team Meeting and 2023 Planning
At 12 PM, the retreat shifted into structured discussion.
This session focused on two core themes:
- reflecting on wins and progress from 2022
- building a strategic direction for 2023
Unlike traditional forensic team meetings that often remain strictly operational, this session blended operational awareness with strategic thinking.
Key aspects included:
- acknowledging accomplishments across the year
- identifying gaps in communication or workflow
- discussing upcoming priorities and initiatives
- and aligning on direction across distributed team members
And those team members who could not attend in person joined remotely, which was important for us so we could hear everyone’s perspectives.
Afternoon – Team and Individual Photoshoot
At 4 PM, a photographer arrived at the house for individual and group photos.
These images were intended for:
- website updates
- social media presence
- marketing materials
- and broader organizational visibility
Of course it’s great to have updated images. But more than anything, there’s something special about capturing those moments together where the team is all in one place because it doesn’t happen very often!
Day Three: Exploration, Adventure, and Team Energy
Monday, December 12
We intentionally left some flexibility in our agenda. And after a weekend of conversations, planning sessions, and team activities, it felt nice to slow the pace down a bit and just explore together.
So we headed out on foot through the neighborhood, taking in the scenery, getting some movement, and enjoying the Arizona desert landscape along the way.
We passed towering cacti, quiet desert roads, and one house that fully committed to giant metal dinosaur sculptures in the front yard. The lineup included a T-Rex, triceratops, brontosaurus, and spinosaurus!
These random little moments made the trip memorable.
We eventually made our way into Frontier Town, shared a drink, wandered through town a bit, and stopped for a hand-dipped ice cream bar at Luxe Bar before heading back.
That slower, unstructured time ended up being just as valuable as the more intentional parts of the retreat. And this balance between structured planning and simply spending time together has become a consistent theme across Gap Science retreats.
Afternoon – ATV Adventure in the Arizona Desert
The afternoon shifted into something completely different! The team participated in the Centipede Guided ATV Tour with Arizona Outdoor Fun, a two-hour off-road desert experience.
There’s something about stepping into a completely different environment together that changes group dynamics:
- physical engagement
- shared adrenaline
- laughter and unpredictability
- and a break from “work mode” thinking
In team building activities, these moments often do more for cohesion than formal meetings ever can. People remember how they felt, not just what was discussed in a formal meeting.
Evening – Flexible Dinner and Team Choice
That evening was intentionally left open. Dinner plans were flexible and decided collectively. We even coordinated in our “When Life Gives You a Dumpster Fire, Roast Marshmallows” t-shirts!
This small act of autonomy reinforces trust, shared decision-making, and comfort operating without a rigid schedule.
Day Four – Unexpected Moments and Emotional Closure
Tuesday, December 13
One of the most memorable (and spontaneous!) moments of the retreat happened early Tuesday morning: we organized a sunrise hot air balloon ride with Rainbow Ryders starting at 6:15 AM!
It was completely optional, not everyone chose to attend and we fully respected that choice. But for those who went, the experience added a unique layer to the retreat.
Being up that early, watching the desert slowly light up, floating above everything. It was so quiet! And this adventure created a moment that felt calm and a little surreal before traveling back home.
All we can say is if this is on your bucket list, do it!!
Mid-morning – Closing the Retreat
Tuesday also marked the end of the retreat. There were no formal closing sessions or final presentations we had prepared.
Instead, the tone: “It’s not goodbye, it’s see you soon!”
And just like that, the retreat ended the same way it began – without pressure, but with intention.
Key Takeaways From the Cave Creek Instructor Team Retreat
Compared to Fort Lauderdale, the Cave Creek retreat felt like a clear next step.
Fort Lauderdale was about connecting – getting everyone in the same space and building that sense of team after a long stretch of isolation.
Cave Creek was different. It was about what comes after connection… aligning, building, and figuring out how we move forward together in a more intentional way.
A few things really stood out:
1. Team development happens in stages
You can’t skip steps.
Connection comes first. Then alignment. Then strategy.
Trying to jump straight into planning without that foundation just doesn’t work the same way.
2. Shared experiences matter just as much as structured time
The team meeting was important – but so were the ATV ride, the dinners, and even the hot air balloon ride!
Those moments built trust in a different way.
3. Balance is everything
This retreat worked because it didn’t feel overloaded. There was space for structured conversations and space to just exist as a team.
That balance made the more intentional moments land better.
4. Flexibility builds stronger teams
Not everything was mandatory! Some people went on the balloon ride, some didn’t. Some wanted to explore, others wanted downtime.
Giving people that choice created a more relaxed, trusting environment overall.
Why This Retreat Matters in the Bigger Picture
The Cave Creek retreat represents a turning point in the Gap Science story.
It showed that the instructor team was no longer just connecting, they were building something together.
And beginning to define what long-term collaboration looks like in a distributed forensic small business.
Next in the Series
The next retreat took place in January 2024 on a cruise ship.
A completely different environment (again!) and the most expansive setting yet. That retreat becomes the culmination point of everything built in Fort Lauderdale and Cave Creek.
